Privacy Notice for Job Applicants – European Consumer Centre Ireland
Updated (15 October 2018)
The European Consumer Centre Ireland (‘ECC Ireland, ‘us’, ‘we’ or ‘our’) is a company limited by guarantee (company number 367035) and registered charity (number 20048617 – CHY14708), with registered office at MACRO Building, 1 Green Street, Dublin 7.
For the purposes of the Data Protection Acts 1988 to 2018 (DPA 1988-2018) and the General Data Protection Regulation (GDPR), ECC Ireland is the ‘controller’ of the personal data (‘Data’) with which you provide us, meaning that we determine the purposes and means by which Data is processed and are responsible for Data we hold.
This notice sets out the basis on which we collect and process Data relating to your job application, how long we retain it for, as well as your rights under data protection law.
ECC Ireland is committed to respecting your privacy, processing your Data transparently and securely and to meeting our data protection obligations. Please read this notice carefully to ensure you understand our processing of your Data for the purposes of our recruitment process.
Types and means by which we process data and legal basis for doing so
ECC Ireland collects the following categories of information about you:
- Your name and contact details, including email address and telephone number
- Information contained in your CV, application form or covering letter, such as your qualifications, skills, experience, employment history and referees
- Information you provide us with during an interview (face-to-face or telephone interviews) and associated communication
- Information about your entitlements to work in Ireland, where required
When referees from previous or current employers or activities are required, please note that no referee will be contacted without your prior authorisation.
ECC Ireland collects and uses your data for the purposes of our recruitment process and for keeping records of the process, as follows:
- To communicate with you about available vacancies and the recruitment process
- To shortlist applications for roles
- To assess your qualifications and suitability for employment
- To arrange and conduct interviews, where applicable
- To carry out reference checks, where applicable
- To keep you informed about your application
- To consider you for future suitable employment opportunities or roles that may become available
- To respond and defend against legal claims
Your data will be stored in your application record file (hard copy and electronic files) and may only be shared internally among members of the recruitment team. This may involve a third party assisting in the recruitment process. Where necessary, data processed through IT systems such as network facilities, hosting, hardware, software or email, may be processed by third-party ICT providers.
We do not transfer your information outside the European Union or European Economic Area.
The legal basis for the processing of your data is founded upon at least one of the following grounds:
- Processing for which your consent is provided
- Processing necessary to take steps at your request prior to entering into a contract
- Processing necessary to comply with legal obligations to which we are subject
- Processing is necessary to the legitimate interests of the Company (e.g. administration or management of the recruitment process)
Retention period and security
If your application for employment is successful, Data collected during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which employee data is held will be provided to you in a separate privacy notice.
If your application for employment is unsuccessful, ECC Ireland will retain your Data on file for 12 months once the recruitment process ends. At the end of this 12-month period, we will delete or destroy your data. We may seek your consent to keep your data on file for future vacancies for a further 12-month period.
ECC Ireland takes reasonable and appropriate measures to ensure your Data is protected against accidental loss, destruction, disclosure and misuse, taking into account the risk involved in the processing and the nature of the Data. Your data may be securely destroyed by third-party processors (e.g. shredding companies; ICT providers).
Data protection law gives you certain rights in relation to Data we hold:
- Right to be informed – about whether we hold Data about you, and, if so, what that information is and why we are holding/using it.
- Right of access – to obtain a copy of your Data on request
- Right of rectification – to correct any incomplete or inaccurate Data we hold about you
- Right to erasure – to request that we delete or remove Data where there is no reason for us to continue to process it
- Right to restriction of processing – to suspend the processing of your Data until, for instance, its accuracy or the reason for the processing is established
- Right to object – to object to our grounds for the processing of your Data
- Right to withdraw consent – where you have provided consent to our use of your Data, you have the right to withdraw that consent at any time.
If you wish to exercise any of the rights listed above or if you have any questions about this notice, please submit your request to The Manager, European Consumer Centre Ireland, MACRO Building, 1 Green Street, Dublin 7, D07 X6NR.
In order to process your request, we may require additional information from you to confirm your identity.
Making a complaint
The supervisory authority in Ireland for data protection matters is the Data Protection Commission (DPC). If you wish to make a complaint about how your Data is being processed by us or how your request has been handled, you have the right to submit a complaint directly to the DPC:
Data Protection Commission, Canal House, Station Road, Portarlington, Co. Laois, R32 AP23, Ireland. Phone: +353 (0761) 104 800, Fax: +353 57 868 4757, Email firstname.lastname@example.org
For further information, visit www.dataprotection.ie